About Company
Finlay Property Group is a well-established and respected property management and real estate agency operating across Belfast and Northern Ireland. With a commitment to excellence and a deep understanding of the local property market, we specialise in residential and commercial sales, lettings, and comprehensive property management services. Our team prides itself on delivering exceptional service, fostering long-term relationships with clients, and contributing positively to the communities we serve. We believe in creating a supportive, dynamic, and professional work environment where every team member is valued and encouraged to grow. Join us and become a part of a company that is dedicated to professionalism, client satisfaction, and continuous improvement.
Job Description
We are seeking a highly organized, meticulous, and proactive Administrative Assistant to join our bustling office in Belfast. This pivotal role is essential for maintaining the smooth and efficient operation of our office environment, providing crucial support across various departments, and ensuring that our administrative processes are robust and reliable. As an Administrative Assistant, you will be the backbone of our daily operations, managing a wide array of tasks from meticulous record-keeping and comprehensive filing systems to office coordination and client communication. Your ability to manage multiple priorities, coupled with an unwavering attention to detail, will be key to your success.
This role involves overseeing both physical and digital document management, ensuring all records are accurately maintained, easily retrievable, and compliant with company policies. You will play a significant part in managing incoming and outgoing correspondence, scheduling appointments, preparing essential documents, and acting as the first point of contact for clients and visitors. If you are a self-starter with a passion for organization, a keen eye for detail, and a desire to contribute to a dynamic team in the property sector, we encourage you to apply. This is an excellent opportunity to develop your administrative skills within a supportive and professional setting.
Key Responsibilities
- Manage and maintain comprehensive physical and digital filing systems, ensuring all records are accurate, up-to-date, and easily accessible.
- Handle incoming and outgoing correspondence, including mail, emails, and phone calls, directing inquiries to the appropriate personnel.
- Act as the primary point of contact for clients and visitors, providing a welcoming and professional first impression.
- Coordinate office activities, manage calendars, and schedule appointments and meetings for various team members.
- Prepare, edit, and format documents, reports, presentations, and correspondence with high accuracy and professionalism.
- Order and maintain office supplies inventory, ensuring adequate stock levels and managing vendor relationships.
- Assist with data entry, database management, and updating client information systems.
- Support the wider team with various administrative tasks and projects as required, demonstrating flexibility and initiative.
- Ensure the general tidiness and professional appearance of the office environment.
- Process invoices, expense reports, and other financial documentation as per company procedures.
Required Skills
- Proven experience (minimum 2 years) in an administrative or office support role.
- Exceptional organizational and time management skills with the ability to prioritize tasks effectively.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Strong verbal and written communication skills with impeccable grammar and spelling.
- Meticulous attention to detail and a commitment to accuracy in all tasks.
- Ability to work independently and as part of a team, demonstrating reliability and a proactive approach.
- Discreet and capable of handling confidential information with utmost integrity.
- A professional and positive attitude with strong interpersonal skills.
Preferred Qualifications
- Previous experience within the real estate or property management industry.
- A relevant vocational qualification or degree in Business Administration or a related field.
- Familiarity with CRM software or property management systems.
- Experience in coordinating office events or managing small projects.
Perks & Benefits
- Competitive salary package.
- Generous annual leave entitlement.
- Company pension scheme.
- Opportunities for professional development and training.
- Supportive and friendly team environment.
- Convenient city-centre office location.
- Employee assistance program for health and wellbeing.
How to Apply
If you are ready to take on this exciting challenge and become an integral part of our team, we encourage you to apply! Please click on the application link below to submit your CV and a cover letter outlining your suitability for this role. We look forward to hearing from you.